Everything that we state on a report, certificate, or any other document that we produce, or endorse (sign/stamp) is usually considered to have been verified by us, unless we specifically indicate that we were not able to verify one or more items.
"For Gauges and Temperatures Only: if a comparable SGS document was also issued, the SGS document will take precedence in the event of a dispute." & “The SGS stamp and signature merely represents receipt of the document and SGS makes no representations as to the accuracy, adequacy and/or completeness of third-party test/laboratory results, reports or certifications.” Furthermore, when requests are made to endorse terminal or refinery paperwork that includes statements where we have no direct traceable verification of all the facts, and refusal to sign is not always practical and a blank refusal commercially problematic, we should at the very least clause our acknowledgement with statement such as: "Acknowledgement of this document is not an endorsement for collateral purposes. If a comparable SGS document was also issued, the SGS document will take precedence in the event of a dispute”. It is useful for inspectors to carry simple rubber stamps with the wording to use. This makes for clarity, ease of use, and consistency. Handwriting this sort of thing is not a best practise. In addition to the more common documents, we are requested to sign, as referenced, we are sometimes also asked to sign ship’s paperwork for which there are no equivalent SGS reports, such
5.1.4 Non-SGS Documents and Data
While performing our Trade inspection services, we are frequently asked to countersign paperwork from other parties, and often also requested to align with other party information. Such actions are potentially one of the highest risk activities that we perform: • It is our policy not to sign non SGS documents unless a specific arrangement has been made with our client. • We should never endorse or report anything that we cannot verify, unless this has gone through a formal approval process, and we clearly state on the document what has not been verified. By signing/stamping any non SGS paperwork or reproducing or aligning with third party information in our reports, without the correct disclaimer or statement added, we are acknowledging the validity of the contents and/or results.
5.1.5 Signing Documents for other Parties
We are regularly requested to sign terminal or ship paperwork. In most cases, the terminal or ship is not our client, and we are under no contractual obligation to sign their paperwork. Commonly we are asked to sign documents such as ullage reports, tank inspections, statement of facts etc., and by signing or stamping this paperwork, we are acknowledging the validity of the paperwork and its contents and, in the case of a dispute, this validation can work against us. Any signing / stamping of non SGS documents, whilst not advised, may be allowed if there are clear, agreed, documented, and justifiable business reasons. If it is necessary to acknowledge a non-SGS document for which an equivalent SGS form has been issued, we must take appropriate care and clause our signature. We must state that, in the case of a dispute, that OUR FORM takes precedence. Examples of typical acceptable wording are: “For Receipt Only: if a comparable SGS document was also issued, the SGS document will take precedence in the event of a dispute."
A good question to ask yourself is:
Can I verify what is written or validate what I am being asked to report? How would I prove that what is written is correct? If the answer to the question is “no” or “I am sorry, I can’t”, then this must make you consider your actions..
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